Different organizations often manage many client relationships, which may involve a payment date to be followed. When a client misses a payment deadline, it can create several different challenges for the organization, all taking up time in a staff member’s day. They have to contact the client to remind them of their payments due, which can be time-consuming if the client is hard to reach. Managing and tracking all the payment information can be overwhelming to do manually, especially when communicating with a large volume of clients at once.
A digital solution can make this much more approachable, by creating an automated payment reminder system to help companies organize client information. Eliminating manual tasks like calling or emailing a client for the first time, following up about the missed payment, and a final message that payment is due, can alleviate some of the pressures on staff to stay on top of the case.
SimplyCast presents our Payment Reminder use case, designed to help any organization struggling to manage client payment information.
This solution is intended for use by clients, case managers, and administrators.
The Payment Reminder Process
SimplyCast anticipated the need for organizations to create a streamlined system capable of handling client payment information, and automatically notifying them of any required payments. This solution is highly customizable and can be used by any organization that handles client payments, no matter the industry or sector. Within this process, there are a few key steps for each person involved to follow.
Case Manager- Step One
The first thing the case manager has to do is create a digital form to capture client information. These details will be recorded in a central database, which may include information such as client’s name, contact information, payment date, and payment amount due.
Client- Step One
Clients will receive a personalized message on their appointed payment date, reminding them that it is due. This message is sent automatically, and may include client’s personal information, their current required payment, and instructions to various payment methods.
Case Manager- Step Two
Since clients are added to a central database, their payment progress will also be tracked as time goes on. This allows the organization to track which clients need immediate, manual outreach, or have further steps to complete on their account. Automatic notifications can be sent out throughout certain stages of the payment process, notifying staff of any actions required. The case manager can push notification dates back or prevent them from being sent if the client has already made the payment.
Case Manager- Step Three
A final report will be automatically generated, allowing staff to review and make any necessary adjustments to the process. If there are any technical issues, they will be recorded, and the organization can make adjustments as they see fit. By reviewing this report, the company can improve their current payment reminder process, as well as note changes that can be made for a future system.
That’s the core of what it takes to create an effective automated payment reminder solution and it’s only scratching the surface of what is possible when it comes to using digital technology to improve communication.
The SimplyCast platform is a no-code platform that allows anyone to build and edit their solution. As a result, this solution is fully customizable, it can be tweaked or altered to meet the exact needs of every institution.
Don’t worry about scalability and security! SimplyCast is an ISO 27001:2013-certified company with data centers in the USA and Canada. This means we can assure you that your confidential data is safe on our secure server and the messages you transmit are completely encrypted. Our platform has the capacity to send 100,000+ messages every hour and allows 10,000+ concurrent sessions. We can also acquire additional gateways and servers if you need them.
Most importantly, we have a 99.5% minimum uptime. With our solution, you can have peace of mind.
Don’t wait! Our experts are ready to give you a one-on-one demo to explain how this solution works.
Simply request a demo by clicking the button below and let us show you how our solution can help you manage your client’s payment information more efficiently and keep payments on time.